How to Configure Business Units in Kaptio

Overview

Business Units are the top-level organizational structure in Kaptio. They represent distinct business entities such as brands, regions, or operational divisions. Every transaction in Kaptio—itineraries, invoices, payments—is associated with a Business Unit.

When to Use Multiple Business Units

Consider multiple Business Units when you have:

• Multiple brands with distinct identities, pricing, or customer experiences
• Regional operations with different currencies, tax rules, or regulatory requirements
• Separate P&L centers requiring distinct financial reporting
• Different sales channels (B2B vs B2C) with different pricing structures

Key Configuration Steps

1. Create the Business Unit Record

Navigate to Setup → Kaptio → Business Units and create a new record:

Field	Description	Example
Name	Display name for the business unit	”Acme Tours North America”
Code	Short code used in references	”ACME-NA”
Active	Whether the unit is operational	✓
Default Currency	Primary operating currency	USD

2. Associate Sales Channels

Each Business Unit needs at least one Sales Channel to process bookings:

1. Create Sales Channel records linked to the Business Unit
2. Configure pricing rules per channel
3. Set up payment methods per channel

3. Configure Currency Settings

For each Business Unit:

1. Set the default operating currency
2. Configure exchange rate sources if multi-currency
3. Set up currency rounding rules

4. Assign Tax Profiles

Link appropriate Tax Profiles to the Business Unit for:

• Sales tax calculation
• VAT handling
• Tax exemption rules

Common Issues

Business Unit Not Appearing in Dropdowns

Cause: Business Unit is not marked as Active, or user lacks permission.

Solution:

1. Verify the Active checkbox is checked
2. Check user’s permission set assignments
3. Verify sharing rules allow access to the Business Unit record

Currency Mismatch Errors

Cause: Itinerary currency doesn’t match Business Unit default.

Solution:

1. Ensure the itinerary’s currency is supported by the Business Unit
2. Verify exchange rates are configured for the currency pair
3. Check that the Sales Channel allows the selected currency

Missing Financial Data

Cause: Business Unit not properly linked to financial configuration.

Solution:

1. Verify Tax Profile assignment
2. Check Payment Gateway configuration
3. Ensure Invoice Templates are assigned

Best Practices

1. Start simple: Begin with a single Business Unit and add more only when there’s a clear business need
2. Naming conventions: Use consistent, descriptive names that reflect the business structure
3. Document decisions: Record why each Business Unit exists and what it represents
4. Test thoroughly: Validate the complete booking flow for each Business Unit before go-live

Related Schema Objects

• KaptioTravel__BusinessUnit__c - The main Business Unit object
• KaptioTravel__SalesChannel__c - Sales channels linked to Business Units
• KaptioTravel__Currency__c - Currency configuration
• KaptioTravel__TaxProfile__c - Tax configuration

See Also

• Establish Platform Foundation - The outcome this supports
• Sales Channel Setup - Configuring sales channels