Technical Information

More technical information on some parts of advatra.

Export Templates (DOCX/XLSX)

You can customize the Docx Exports to your individual needs. The following information will give you a detailed overview on how to use the different functions.

Export Templates (DOCX/XLSX)

General

You can find all variables that you can use here, depending on the document type:

If you want to get a deeper technology background, have a look at the Apache FreeMarker Library.

Date formatting

For example, formatting the current date:

${.now?string["dd.MM.YYYY"]} //returns 01.01.2022
${.now?string["d. MMMM YYYY"]} //returns 1. January 2022

See details about formatting
Format Definition

Month

M

Month, from 1 through 12

MM

Two digit month, from 01 through 12

MMM

Abbreviated name of the month, for example: Jan, Feb, etc.

MMMM

Full name of the month, for example: January, February, etc.

Day

d

Day of the month from 1 through 31

dd

Day of the month from 01 through 31

ddd

Standard abbreviation for the day of the week, for example: Mon, Tue, etc.

dddd

Full name of the day of the week, for example: Monday, Tuesday, etc.

Year

y

Year from 0 to 99

yy

Year from 00 to 99

yyy

Year with minimum of 3 digits

yyyy

Year as a four digit number

Hour

h

Hour using 12-hour clock from 1 - 12

hh

Hour using 12-hour clock from 01 - 12

H

Hour using 24-hour clock from 0 - 24

HH

Hour using 24-hour clock from 00 - 24

Minute

m

Hour using 12-hour clock from 1 - 12

mm

Hour using 12-hour clock from 01 - 12

Second

s

Second, from 0 through 59

ss

Second, from 00 through 59

Other

t

First character of the AM/PM designator

tt

AM/PM designator

T

A literal to separate date and time in 8061 or other formats

z

Hours offset from UTC, with no leading zeros — Example: -5 or +530

zz

Hours offset from UTC, with leading zero — Example: -05 or +0530

zzz

Hours and minutes offset from UTC, with leading zeros — Example -0500 or +0530

g or gg

Period or era, such as A.D.

K

Zone information

Lists

If you want to repeat something, for example, all products in an offer.

[#list products as product]
    // Use "product" for one product
[/#list]

Sorting

You can sort lists directly in the export, for example to display all products, sorted by the field start.

[#list products?sort_by('start') as product]
    // the products get listed, sorted by "start"
[/#list]

Export Templates (DOCX/XLSX)

Variables

Customer

Usage

${customer.VARIABLE} // Replace VARIABLE with the appropriate field
Definition
Description
Example
addressAddition
${customer.addressAddition}
addressFormatted The default formatting for a customer address. ${customer.addressFormatted}
city
${customer.city}
country The country of the customer ${customer.country}
creationDate Date of the creation of the customer ${customer.creationDate?string["dd.MM.YYYY"]}
creator Name of the creator of the customer ${customer.creator}
email
${customer.email}
firstName
${customer.firstName}
lastName
${customer.lastName}
name Combination of firstName and lastName ${customer.name}
number The customer number in advatra (K1000001) ${customer.number}
phone
${customer.phone}
state
${customer.state}
street
${customer.street}
website
${customer.website}
zipCode
${customer.zipCode}

Document

Usage

${document.VARIABLE} // Replace VARIABLE with the appropriate field
Definition
Description
Example
travelStart Start of the travel, only on travel documents ${document.travelStart?string["dd.MM.YYYY"]}
travelEnd End of the travel, only on travel documents ${document.travelEnd?string["dd.MM.YYYY"]}
expirationDate Date until the document is valid ${document.expirationDate?string["dd.MM.YYYY"]}
number The document number (D1000001.101) ${document.number}
currency The Currency of the document, ISO 4217 ${document.currency}
note
${document.note}
type Offer, Confirmation, Invoice, Deposit, Prepayment ${document.type}
language
${document.language}
locale Can be used for the translation of the document ${document.locale}
date
${document.date?string["dd.MM.YYYY"]}
charged Used for Deposit and Prepayment. Defines if they have been charged to an invoice. ${document.charged}
exportDate Date, when the document have been exported to the accounting system ${document.exportDate?string["dd.MM.YYYY"]}
canton Location ${document.canton}
image

days List of days contained in the offer/confirmation

Dossier

Usage

${dossier.VARIABLE} // Replace VARIABLE with the appropriate field
Definition
Description
Example
name

openingDate

status

employee

responsibleEmployee

travelAgent

number

Product

Usage

[#list products as product]
     
    ${product.VARIABLE} // Replace VARIABLE with the appropriate field
 
[#/list]
Definition
Description
Example
note

start

end

title

description

voucherRelevant

voucherText

person

images

images3x2

type

travellers See details here
customer See details here
notes

prices See details here
guides See details here
drivers See details here
supplierNotes

locationSmall only available, when a template is linked.
locationMedium only available, when a template is linked.
locationLarge only available, when a template is linked.
hasKickback true, if any service has a commission

Price

Usage

[#list products as product]
     
	[#list product.prices as price] 

		${price.VARIABLE} // Replace VARIABLE with the appropriate field 

	[/#list]    
 
[#/list]
Definition
Description
Example
name

person

quantity

price

type

discount

purchasingPrice

creditorInvoiceReceived

billingText

effectivePurchasingPrice

vat Vat Object
kickback

kickbackAmount

kickbackInvoiceCreated

kickbackVat

total TotalPrice Object
hotelNights

supplier See details here

TotalPrice

Usage

${totalPrice.VARIABLE} // Replace VARIABLE with the appropriate field
Definition
Description
Example
vats

surcharges

priceNetto

priceVat

priceBrutto

totalPriceBrutto

priceNettoFormatted

totalPriceFormatted

Traveller

Usage

[#list travellers as traveller]
     
    ${traveller.VARIABLE} // Replace VARIABLE with the appropriate field
 
[#/list]
Definition
Description
Example
firstName

lastName

name

phone

email

passportNumber

placeOfIssue

birthday

arrivalType

arrivalDate

arrivalTime

arrivalNumber

arrivalFlightClass

arrivalSeat

departureType

Guide

Usage

[#list guides as guide]
     
    ${guide.VARIABLE} // Replace VARIABLE with the appropriate field
 
[#/list]
Definition
Description
Example
firstName

lastName

name

phone

email

Driver

Usage

[#list drivers as driver]
     
    ${driver.VARIABLE} // Replace VARIABLE with the appropriate field
 
[#/list]
Definition
Description
Example
firstName

lastName

name

phone

email

Flywire Integration

You can connect advatra with Flywire. This way you can create invoices on Flywire, which then will be synced to advatra, when the client has paid.

Every payment in Flywire creates a Prepayment in advatra.

Make sure, that the Flywire Invoice # is always the Dossiernumber of advatra.
All other invoices will be ignored.

Requirements

To set up the Flywire integration, please contact your account manager first. You will need the following information:

Setup

To set up the Flywire integration, make sure, you have all the information from the Requirements.

If you have received your Endpoint URL, go to your Flywire Dashboard.

Navigate to Settings -> Webhooks

image-1657119322872.png


Add a new Webhook with the "Add new Webhook"-Button on the top right.

Enter the following information:

image-1657119660753.png

Endpoint URL
The Endpoint URL that you have received from advatra.

Events to send
Select the "Invoice payment guaranteed"-Event

Description
Add a description like "advatra"

FAQ

When will the payment be visible in advatra?
After the payment of your client is guaranteed, the Prepayment in advatra will be created within 5 minutes.

What if I use instalments for my invoices?
Every instalment will get synced to advatra. After the payment is guaranteed, a Prepayment will be created. If you have 2 instalments, you will find 2 Prepayments in advatra.

Is it relevant, which payment method my client uses?
No, this integration works with all payment methods Flywire offers. The duration until the payment is guaranteed depends on the payment method. For example, bank transfers can take up to 2-3 business days to process.

Shared Calendar

In Administration -> Technical -> Global Settings you can define a "Shared Calendar Token".

Please use a save token, like a password. If this gets public, one would have access to your calendar.

If you have set up the token, you can subscribe to the calendar in your favourite calendar app, like Microsoft Outlook.

The URL of the calendar is the following:

https://your-advatra-url.advatra.app/api/public/calendar/token/calendar.ics

Reports

Advatra has a powerful reporting engine based on JasperReports.

You can generate your own reports with the software Jaspersoft Studio, use a predefined report template or we can develop custom reports for you.

You can download Jaspersoft Studio here.

Predefined reports

Sales

Turnover per company type

In this report, you can select a start and end date of the travel period. In this period, all sales of all dossiers are summarized and grouped by company type. Please be aware, that if a company has assigned multiple company types, the turnover will be counted multiple times too.

Turnover_per_company_type.jrxml

Turnover per company

In this report, you can select a start and end date of the travel period. In this period, all sales of all dossiers are summarized and grouped by company.

Turnover_per_company.jrxml

Turnover per dossier (days before travel start)

This report helps you to get an overview of the days before travelling for each dossier. It helps you to recognize whether last-minute requests are worthwhile.

Turnover_per_dossier.jrxml

Turnover per employee

In this report, you can select a start and end date of the travel period. In this period, all sales of all dossiers are summarized and grouped by employee.

Turnover_per_employee.jrxml

Turnover per product and location

In this report, you can select a start and end date of the travel period. In this period, all sales of all dossiers are summarized and grouped by product and the location (small, medium, large).

Turnover_per_product_and_location.jrxml


Other

Products without template

This report lists all products that were added as "empty product" in an offer and are not linked with the product library.

Products_without_template.jrxml

Room nights

This report calculates the room nights per hotel in a given time period.

Room nights.jrxml