Agency Cards - VTO

This can be used to check that your reimbursements are available to be paid prior to sending through a booking form, and also to keep track of anything you have selected as a reimbursement that hasn't been paid so that you can send it through and not miss anything.

In VTO, click on:

- Agency Cards

- Pay Now (If you don't have access to the 'Pay Now' button - please send through a ticket so we can fix your permissions :-)

- Select Consultant Reimbursement from the drop down

- Open Supplier Creditor

 ✅ If the line is in Black, the client has paid in full and this is ready to be reimbursed

❌ If the line is in Red, the client funds haven't cleared/been allocated to the line so they can't be paid until the client has paid/funds have been allocated
You will need to allocate the funds before submitting your reimbursment form:

Go to the Client Payments tab and click on the Allocate to Sector button

Then you can either click the allocate button on the right hand side to allocate the full amount to the line;

Or you can allocate part of the funds by typing the amount in the box;

❌ If the line isn't there, you need to go in and select Consultant Reimbursement in the Agency Card dropdown so that it can be paid:

DEPOSIT PAYMENT ONLY?

Just duplicate the line and set one up for the the deposit and another line for the final payment:

This is also best practice because a) you can set the payment date for each amount due, and b) you can charge an additional deposit and claim the commission (provided that you have non refundable deposit on your invoice)

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