Orbis Web · Management
Version 2026.10

Suppliers: your catalogue of suppliers and products, ready for your files

Create suppliers, organise their record and set up all their products in seconds with automatic creation, so that every service loads the right margins and taxes from the start.

Key concepts

What the Suppliers module is

It is the register of every company you buy from: wholesalers, hotels, airlines, shipping lines… and also creditors (electricity, rent, supplies). Each record stores the supplier's tax details and the products it sells you.

Why products matterWhen you create a service in a file and choose one of the supplier's products, Orbis Web automatically loads its values: margin, IPTO (indirect tax), service tax, regime and exemptions. A well-configured product prevents invoicing errors.
ConceptWhat it is
SupplierEntity that provides the services you sell (accommodation, transport, packages…).
CreditorEntity that provides the agency with services not linked to its business (utilities, rent). It is recorded in this same module.
ProductEach type of service a supplier offers, with its predefined margins and taxes.
Automatic creationWindow that creates several of the supplier's products in one go from the product type, the headquarters, the destination and whether it is commissionable or net.
ImportantDeleting does not removeWhen you delete a supplier it becomes inactive, but it still appears in the documents where it was used. You can reactivate it from its record whenever you want.
Common procedure

The 4 steps to get a supplier up and running

Open the listManagement › Suppliers menu. Look for the supplier with the column filters before creating a new one.
Create or edit the recordClick New (+) or the Edit pencil and fill in the yellow fields, which are mandatory.
Create its productsIn the Products tab, use Alta automatica to generate them all at once, or New for a single one.
Confirm and reviewSave the record with the ✓ button and review the products table before using them in a file.
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Module

Supplier list

What it is for

Finding any supplier by name, registered company name, NIF, address or town, and opening its record.

When to use it

Always before creating a supplier, so you do not duplicate it, and whenever you need to look up or change its details.

Task: find a supplier and open its record. Screen recreation with sample data.

Step by step

  1. Use the buttons above the table: New (+) to create a supplier, Show/Hide Columns, Export to Excel or Export to PDF.
  2. Type in the Filter box of any column (for example, Name or NIF) and click the heading to sort.
  3. On the row, click Edit (pencil) to change the record, Consult (eye) to view it without changes, or the three dots for more options.
  4. Open Filters for a fuller search that is kept between visits.
FilterWhat it does
From Code / Up to CodeRange of supplier codes.
NameTyping part of the name is enough.
NIF, town, ProvinceFilter by that detail.
Supplier TypesMultiple selection: shows the suppliers that have at least one of the chosen types. Suppliers with no type do not appear.
ShowAll, Assets (active) or Inactive.
Common mistake“My supplier has disappeared”Filters are saved between visits. Click Reset Filters (crossed-out funnel icon) and make sure Show is not set to Assets if you are looking for a deleted supplier.
Module

List actions

What it is for

Exporting information about the listed suppliers to Excel and recalculating the commissions of their products in bulk.

When to use it

To review the product catalogue outside Orbis Web, analyse purchases or adjust percentages after a tax change.

Task: export products or recalculate commissions for the listed suppliers. Screen recreation.

Step by step

  1. Filter the list first (the actions work on the listed suppliers) and click Actions. Each action is also available as an icon on the left of the toolbar.
  2. Choose Export Products to Excel to get all the products with their percentages, IPTO, regime and taxes.
  3. Choose Recalculate Product Commissions to recalculate the net or gross % of the taxable products with the percentage you enter.
ActionResult
Excel Purchase ExportExcel file with each supplier's details and its purchases over the last 5 years.
Export Products to ExcelExcel file with supplier, product, type, % Net Profit, IPTO, % Gross Profit, service tax, regime and IPTO-CE (Tax-SF).
Recalculate Product CommissionsRecalculates the net or gross commission (whichever you choose) of the taxable products.
HelpOpens the module's online help in a new tab.
AttentionThe recalculation affects every listed supplierRecalculate Product Commissions is applied to the products of all the suppliers shown in the list. Filter first to limit it to the ones you want.
Module

Supplier record

What it is for

Storing the supplier's tax, contact and accounting details, and reaching its tabs: products, bank details, types, contract…

When to use it

When you create a new supplier and whenever its tax details, subaccount or headquarters change.

Task: create or update a supplier record. Some fields are left out (phones, fax, country). Screen recreation with sample data.

Step by step

  1. Fill in the trading Name and the other yellow fields, which are mandatory. Click the validation icon next to the NIF to check it.
  2. Enter the supplier's accounting Subaccount.
  3. Choose the Headquarters: where the supplier has its registered office. You will also need it for automatic product creation.
  4. Click ✓ to confirm the changes or ✗ to discard them. The Supplier Code is assigned automatically when you confirm the new record.
TabWhat it contains
NotesFree-text remarks about the supplier.
StatisticsAnalysis of your business with the supplier.
TypesClassification of the supplier into one or more types (set up in Configuration: Supplier Types).
Bank DetailsBank, account holder, IBAN (with a verification button) and SWIFT.
ProductsProducts the supplier offers and their Alta automatica. See Products.
SeveralIATA code, agency title, rappel, customer and BSP subaccounts, group, withholding, tax headquarters…
Contract InfoDetails printed on package travel contracts; if they are empty, the record's details are used.
Top toolbar buttonsThe icons at the top left and the Actions menu are explained in Top toolbar and record Actions.
Common mistakeI can't confirm the recordA yellow field is missing or the NIF is not valid for the chosen document type. Check Name, Document Type and Subaccount.
Module

Top toolbar and record Actions

What it is for

Doing the usual supplier tasks without leaving the record: attaching documents, also creating it as a customer, completing its tax details or viewing its record on the group's website.

When to use it

While you create or review a supplier. The icons on the left and the Actions menu on the right lead to the same options: use whichever you find more convenient.

Task: use the buttons on the record's top toolbar. Screen recreation.

Step by step

  1. Hover over each icon on the left to see its name and click it to use the action.
  2. Or click Actions: it shows the same options written out, in the same order as the icons.
  3. Choose the option. The table below explains what each one does.
  4. When you have finished, click ✓ (to the left of Actions) to confirm the changes to the record or ✗ to discard them.
ButtonWhat it does
See Web PageOpens the supplier's record in the private area of the website of the management group the agency belongs to. It only works if the agency has its group set up (in the group commission transfer settings).
Document ManagerOpens a window with the documents attached to the supplier (contracts, certificates…). From there you can add documents, view them, download them, edit their comment and send them by email or TDC Mail.
Register as customerCreates a customer from this supplier's details; useful when the same company both buys from you and sells to you (for example, another agency).
Recuperación de datos fiscales de empresaRetrieves the company's tax details to complete the record without typing them (the button keeps its Spanish name in the English interface).
HelpOpens the online help for the Suppliers module in a new tab.
Reactivate SupplierOnly appears on inactive (deleted) suppliers. Enables them again for use in services. See Delete and reactivate.
✓ and ✗Confirm or discard the changes made to the record.
Task: attach or look up the supplier's documents. Screen recreation with a record that has no documents.

Step by step

  1. Click New (+) to attach a document and write a comment explaining what it is.
  2. The documents appear in the table. Use the buttons on each row to view it, download it, edit the comment or send it by email or TDC Mail.
AttentionActions that take effect immediatelyRegister as customer and Recuperación de datos fiscales de empresa create or change data. Use them when the supplier record already has the correct NIF and name, and check the result before confirming.
Module

Supplier products

What it is for

Defining each service the supplier sells with its margin, IPTO, tax, regime and exemptions, so that they load automatically in files.

When to use it

To create a specific product or adjust an existing one. If you have many to create, start with automatic creation.

Task: look up and maintain a supplier's products. Screen recreation with sample data.

Step by step

  1. In the supplier record, open the Products tab.
  2. Click New (+) to create a product, or Alta automatica (+A) to create several at once.
  3. On each row, Edit (pencil) opens the product and Delete (bin) removes it. Expand the row's arrow to see the regime, exemptions and destination.
Task: create a specific product with the New button. Screen recreation with sample data.

Step by step

  1. Type the product Name and choose the profit's IPTO in Tax (Subject to tax, Tax exempt or Inversion of the Taxable Person).
  2. Enter the % Net Profit or the % Gross Profit, the Service Tax and the Regime.
  3. Choose the Product Type and, if applicable, the Ticket Type, the Destination Location and the exemptions.
  4. Tick Predetermined if you want this product to load by default when creating a service with this supplier.
  5. Click Accept and save the record with ✓.
AttentionDeleting a product that has been usedIf the product has already been used in a service, Orbis Web does not remove it: it deactivates it so that it can no longer be used.
Key feature

Automatic product creation

Creates all of a supplier's products in one go. Instead of creating each combination of product type and destination one by one, you choose what you need in four fields and Orbis Web generates the products in the Products tab.

What it is for

Saving time and avoiding mistakes when setting up a new supplier: the products are created with the same criteria for each destination and mode.

When to use it

Right after creating a supplier, or when it starts offering you a new product type or destination (for example, the Canary Islands or outside the EU).

Task: generate the accommodation and transfer products of a mainland supplier for destinations on the Spanish mainland and in the EU. Screen recreation with sample data.

Step by step

  1. In the record's Products tab, click Alta automatica (+A). In Product Type, tick one or more types; you can type in Search or use Select all.
  2. In Headquarters, choose where the supplier has its registered office: CANARIAS, FUERA UE, PENÍNSULA/BALEARES or UE.
  3. In Destination Location, tick the destinations where the services will be provided (several allowed).
  4. In Comisionable / Tarifas netas, tick Comisionable, Tarifas netas or both, depending on how the supplier invoices you.
  5. Click Accept. Review the products created in the table and confirm the record with ✓.
Task: tick several values in a multiple-selection field. Product Type, Destination Location and Comisionable / Tarifas netas work the same way. Screen recreation with sample data.

Step by step

  1. Type in Search to narrow down the list (very useful in Product Type, which has many options).
  2. Click Select all if you want to tick all the visible options.
  3. Tick or untick each box. Click outside the list to close it.
FieldTypeWhat it indicates
Product TypeMultiple selection, mandatoryThe product types you are going to create (ALOJAMIENTO UE, TRASLADOS, PAQUETE VACACIONAL, SEGUROS…). The list comes from the product types configured in your Orbis Web.
HeadquartersSingle selection, mandatoryWhere the supplier has its registered office: CANARIAS (Canary Islands), FUERA UE (outside the EU), PENÍNSULA/BALEARES (mainland Spain and the Balearic Islands) or UE (EU). It affects the tax treatment.
Destination LocationMultiple selection, mandatoryWhere the service is provided: CANARIAS, FUERA UE, PENÍNSULA/BALEARES or UE.
Comisionable / Tarifas netasMultiple selection, mandatoryWhether the supplier pays you commission (Comisionable), sells to you at net rates (Tarifas netas) or both.
ExampleFor a hotel headquartered on the Spanish mainland that sells commissionable accommodation on the mainland and in the rest of the EU: Product Type ALOJAMIENTO UE, Headquarters PENÍNSULA/BALEARES, Destination Location PENÍNSULA/BALEARES and UE, and Comisionable.
After automatic creationExpand each new product to check its regime, exemptions and destination, adjust the profit percentages with Edit if your agreement with the supplier is different, and tick one as Predetermined if you want it to load by default. To review them all at once, use Export Products to Excel.
Common mistakeThe Accept button does not create anythingThe four fields are yellow because they are mandatory. Make sure you have ticked at least one option in each of them, including Headquarters.
Module

Delete and reactivate suppliers

What it is for

Stopping work with a supplier without losing its history, and recovering it if you start working with it again.

When to use it

When a supplier stops working with you, closes down or has been created twice.

Task: deactivate a supplier from the list. Screen recreation with sample data.

Step by step

  1. In the list, click the three dots on the supplier's row.
  2. Click Delete. The supplier becomes inactive: it is no longer available for new operations, but it remains in the documents where it was used.
OptionWhat it does
Extract of ServicesOpens the extract of services filtered by that supplier.
See Web PageOpens the supplier's record on the management group's website (only if the agency has a group set up).
DeleteMakes the supplier inactive, without removing it from the database.
Reactivate SupplierButton on the record's toolbar, only visible on inactive suppliers. Enables it again for services.
Common mistakeI can't find the supplier to reactivate itOpen Filters and set Show to Inactive. Open its record and click Reactivate Supplier.
Guidelines

Best practices

Search before creating

Filter by NIF in the list before creating a supplier: you will avoid duplicates and extracts split between two records.

Headquarters always filled in

Fill it in on the record and in automatic creation. It is the basis for products to get the right tax treatment.

Automatic creation first

Generate the core set of products with automatic creation and use manual creation only for special cases.

One default product

Mark the product you use most with each supplier as Predetermined to speed up creating services.

Before using the supplier in a file
  • The record has Name, Document Type, NIF and Subaccount.
  • Headquarters is filled in.
  • The products you need appear in the Products tab.
  • The profit percentages, IPTO and regime of each product are the agreed ones.
  • You have confirmed the record with the confirm button.
Support

Common issues

I can't see the Alta automatica button.It is in the record's Products tab, next to the New button, with the +A icon. Open the record with Edit (pencil), not with Consult.
The product type I need is not in the list.The list comes from the configured product types. Ask the person in charge to create it in Configuration and open automatic creation again.
When the product loads in a service, the amounts or taxes are wrong.The service takes the product's values. Edit the product in the supplier record and correct % Net Profit, Tax (IPTO), Service Tax or Regime.
I can't delete a product.If it has already been used in a service, Orbis Web deactivates it instead of removing it, to keep the history.
A supplier does not appear in the list.Check the saved filters, click Reset Filters and check the Show option (All, Assets or Inactive).
Still not working?Check the module's help from the Help (?) button on the toolbar and, if that does not answer your question, contact Pipeline Software support through your usual channel, giving the supplier code and a screenshot.