Check what each OTA owes you against what ROLLER recorded before you close the month. Because guests pay the OTA, not your venue, OTA bookings show in your reports with no funds received. Booking Item Sales by channel partner lists each OTA booking with the price the guest paid and the amount you expect from the OTA. Product sales by channel partner adds these up by product, ready to compare with the OTA's payout statement.
This guide shows you how to open and filter both reports, check an OTA payout against ROLLER and find OTA bookings in your other reports.
Advanced Channel Management add-on
To connect to Online Travel Agents (OTAs), you need the Advanced Channel Management add-on. It covers every OTA available in ROLLER, and you can add it to any plan.
You pay a small percentage of your OTA booking revenue, billed monthly after the bookings happen, so there’s nothing to pay upfront.
If you're the account owner, you can add it yourself. From Venue Manager, go to Settings > Channel management > Advanced Channel Management and select Add now. Review the cost and terms, then select Agree and add.
Open the reports
The permission required to open the channel partner reports is Can access Sales reports. The administrator and manager roles have this permission enabled by default.
Both reports sit in the Sales section of All reports.
From Venue Manager, go to Reports > All reports.
Search for and select Booking Item Sales by channel partner or Product sales by channel partner.
Filter the reports
For totals that line up with a payout statement, set each report to one OTA and the dates that payout covers.
Filter | What it does |
|---|---|
Date selector | Shows bookings by the day the booking is for, not the day the guest booked. A booking made on September 6 for a visit on October 6 shows on October 6. In Product sales by channel partner, choose up to one month |
Companies | Shows bookings for the OTAs you select. It lists only your OTAs |
Status | Booking Item Sales by channel partner only. Shows bookings with the statuses you select. With nothing selected, it shows booked and canceled bookings |
Product | Product sales by channel partner only. Shows sales of the products you select |
After you change a filter, select Apply filters.
To show more columns, group rows or download a report, see the guide Filter, customize and download a report.
What Booking Item Sales by channel partner shows
Each row is one product in one OTA booking and carries the OTA's booking reference. Use it to trace any amount back to the booking. Total Sales is what guests paid the OTA, at the sale price you set. Total Receivables is what you expect the OTA to pay you, at the revenue price you set. The difference is the OTA's commission.
Column | What it shows |
|---|---|
Booking Date | The day the booking is for |
Session Time | The session the booking is for. Blank for products without sessions |
Booking Id | The ROLLER booking reference |
External Booking Id | The OTA's booking reference. Use it to find the same booking in the OTA's records |
Booking Name | The name on the booking |
Product Name | The product and variation sold, shown as the product name, then the variation name |
Qty Sold | The number of tickets sold for that variation |
Sale Price | The price you set for the OTA, including tax, for one ticket. The OTA's commission is worked out from it |
Total Sales | Sale Price x Qty Sold |
Revenue Price | The sale price less the OTA's commission, for one ticket. It's what you expect to receive |
Total Receivables | Revenue Price x Qty Sold |
Company | The OTA the booking came through |
Status | The booking's current status (eg Fully Paid or Canceled) |
Transaction Date | The date and time the guest made the booking |
What Product sales by channel partner shows
This is the report to compare with a payout. Each row adds up one product's OTA sales for the dates you choose.
Select one OTA in Companies to see its Sale Price and Revenue Price. If you have more than one OTA and leave Companies on All, those two columns are empty and Company shows All. Total Sales and Total Receivables still add up across your OTAs. If you changed a product's sale or revenue price during the dates you chose, the product shows on one row for each price.
Canceled bookings aren't included here, but Booking Item Sales by channel partner includes them unless you filter Status. Expect different totals between the two reports for the same dates.
Columns marked (hidden) don't show until you add them. To add one, right-click the grid and select it.
Column | What it shows |
|---|---|
Product Name | The product and variation sold, shown as the product name, then the variation name |
Qty Sold | The number of tickets sold |
Sale Price | The price you set for the OTA, including tax, for one ticket |
Total Sales | Sale Price x Qty Sold |
Reporting Category | The reporting category assigned to the product |
Revenue Price | The sale price less the OTA's commission, for one ticket |
Total Receivables | Revenue Price x Qty Sold |
Company | The OTA the sales came through. Shows All when Companies is left on All and you have more than one OTA |
Product Reporting Name (hidden) | The product's reporting name, if your venue uses reporting names |
Check an OTA payout against ROLLER
Match each payout to ROLLER before you record it, and any booking the OTA paid differently stands out. Each OTA sets its own commission and payout schedule, which you'll find in your OTA agreement or supplier portal.
From Venue Manager, go to Reports > All reports, then search for and select Product sales by channel partner.
Select the date selector and choose the dates the payout covers. The report goes by the day each booking is for, which may not match the dates on your OTA's statement.
In Companies, select the OTA.
Select Apply filters.
Add up Total Receivables for every row and compare the total with the payout statement. There's no total row. For more than a few products, download the report and add up the column in a spreadsheet.
If the amounts differ, open Booking Item Sales by channel partner with the same dates and OTA. Compare each External Booking Id with the OTA's statement to find the booking that differs.
Where OTA bookings show in your other reports
Your other reports include OTA bookings too. In any report, an OTA booking shows:
The OTA's name in Company
Third party in Payment method
Channel partners as the channel or location (eg in Channel in the Detailed Transactions report)
In Venue Manager, OTA tickets show the sale price you set for that OTA rather than the standard price. Fees shows $0.00, and changes to the booking are made with the OTA.
Report | How OTA bookings show |
|---|---|
Select Channel partners in Booking location, or the OTA in Companies, to see OTA sales by product. Gross Revenue and Net Revenue fill in once the tickets are redeemed or expire | |
Each OTA booking has a Third party payment for the booking total. It counts in External Payments, not Funds Received. When an OTA cancels a booking, ROLLER records a Third party refund for the amount the OTA paid | |
Select Channel partners in Booking location, or the OTA in Companies, to see the revenue recognized from OTA bookings by reporting category | |
Product Sales by Channel Export | A PDF of recognized revenue by sales channel and product. OTA sales are under Channel partners |
Debits: new OTA bookings show under Voucher transactions and third party payments, with vouchers (eg Groupon) and payments made through the ROLLER API. Recognized OTA revenue shows under Other deferred revenue recognized. Credits: new OTA bookings show under Accumulated Other Deferred Revenue, and recognized revenue under the product's reporting category or Unassigned. To open it, you need Can access Accounting reports | |
See which OTA bookings have been redeemed | |
Monthly revenue by sales channel and Revenue by sales channel show OTA bookings as Marketplaces. Both show net revenue. OTA bookings appear there once they're redeemed or expire |
FAQs
When does ROLLER count an OTA booking as revenue?
When the guest's ticket is redeemed or expires. Until then, the booking sits in other deferred revenue. Funds received stays at $0.00, because the guest paid the OTA. ROLLER counts the revenue at the price on the booking, which is the sale price you set for that OTA. Net Revenue is that price less tax. To learn when each product type expires, see the guide Revenue recognition and product expiry rules in ROLLER (accrual accounting).
How do I reconcile OTA payments with cash accounting?
Use the channel partner reports. With cash accounting, the Trial Balance report doesn't include OTA payments. To learn more about each method, see the guide Choose cash or accrual accounting for your reports.
Does redeeming an OTA booking in ROLLER tell the OTA?
No. Redeeming in ROLLER doesn't update the OTA's records. Most OTAs don't need redemption to pay you. Check with your OTA.