Booking Procedures (Mon-Fri)

STEP 1 - INVOICE CLIENT

1. Send your client an invoice from VTO including Terms & Conditions
   
2. There is no need to advise anyone that an invoice has been sent or that you are expecting a payment.
   
3. It is your responsibility to ensure that your payment due dates allow adequate time for client funds to clear before anypayment is due.
4. Do not take payment after hours via TravelPay or Bank Transfer unless supplier payment and/or flight ticketing can be processed the following business day or on your Business Credit Card
5. If you need to ticket flights or pay suppliers after hours, please refer to the After Hours Booking Procedure for payment options
6. Global Travel Network will not take on the financial risk for any supplier payments or ticketing prior to client funds clearing into the bank account.
   

STEP 2 - CLIENT PAYMENT RECEIVED

Bank Account

You can check the Bank Account at any time to see if your client has made payment. Once you have seen the payment you can go ahead with your booking form.

Travelpay

You can check credit card payments at any time by logging into Travelpay - https://pay.travelpay.com.au/merchant/login

If your client payment is green this means it has been processed successfully. You will also be able to see the date it was processed and the settlement date.

The Settlement date is the date it will clear into our bank account (This usually happens after 3pm)

Payment successful but not yet settled/cleared?
- You are welcome to send through a booking form for FLIGHTS ONLY. This is because we do not get charged for the flights until the statement the following week.

- For all other Supplier payments or Consultant reimbursements the funds must have cleared into the bank account.

**Please note**

All Client Payments will be receipted the following business day, however if you see the funds in the bank account (direct deposit or travelpay settlement) and send through a booking form, we will receipt the payment in order to action your request.

STEP 3 - SEND BOOKING FORM 

Once you have received notification that your client funds have been received, please fill out the online Booking Form which you can find in your login page or here - Booking Form

1. Please make sure you have gone int Trip Settings and changed the status of your trip to "active."
2. Only if a booking is urgent (Urgent = going to cancel before 5pm that Business Day) please text Megs on 0432 454 386 and include the actual TTL to ensure the booking form is processed in time.
   
3. Please specify the booking number and nett amount you require to be sent to each supplier, or reimbursed to your Business Credit Card.
   
4. Please ensure that you have a valid/guaranteed filed fare (no duplicates and not expired) and that passport/DOB’s details are entered into the PNR if required (all North American flights including internals and all Turkinh Airline fares) prior to requesting tickets be issued.
   
5. For reimbursements, please copy a screenshot/snippit showing the charges from your credit card and the booking confirmations into one document and attach.
   - ie copy and paste into a Word Doc or combine documents online - https://combinepdf.com/

STEP 4 - SUPPLIER PAYMENTS & CONSULTANT REIMBURSEMENTS

1. Outgoing supplier payments, consultant reimbursements and flight ticketing will be processed between 9am and 5pm Monday to Friday.
2.  You will be able to see the payment in the ‘Supplier Payments’ tab in your VTO Trip.
3.  Supplier payments  will only be done if client funds have cleared.
4.  Please include the email address of the supplier/yourself for any urgent bookings that require a remittance to be sent.
5.  Global Travel Network will not take on the financial risk for any supplier payments or ticketing prior to client funds clearing into the bank account.
6. There are alternative payment options available which you can find on the Instant Purchase / Uncleared Client Funds document should that be required.

STEP 5 - DOCUMENTATION

Documentation will be sent to your email address as soon as they are received from the wholesaler.

Often you can print the vouchers direct from the wholesalers website, or enter your personal email at the time of booking to have the documentation sent directly to your email.

***Please note***

If you are getting hard documents sent from a Supplier ie a tour company - You must make sure the Supplier either has your address or the clients address.

BOOKING FORM REJECTIONS

In order for your Booking Form to be processed, it is your responsibility to ensure your VTO Trip is set up correctly and matches what you are asking for on your booking form.

If this is not done, you will get an email notifying you that your booking form has errors and has been rejected, the email will tell you what you need to fix and then you will need to resubmit the form.

You cannot reply to the rejection email as it it a non-receiving email address:

Why?
We do not have a detailed understanding of every booking every consultant has made and therefore the risk of payment errors is too great, as is the time going back and forth asking questions.

What are the risks?

- Your nett in VTO doesn't match the supplier invoice

We don't know if you perhaps paid a deposit on your credit card and forgot to do a CCCF, did you attach an old invoice?, is the supplier invoice current but you forgot to amend the nett in VTO? Are you just wanting a deposit or partial payment?

We have had two different scenarios happen as a result of this... one, we have overpaid a supplier (which is then a lot of work for you to get it back/and you need to put the money on file while you are waiting for the refund), and the other has had us underpay, and a booking has cancelled due to full payment not being received, even though the amount asked in the booking form was paid.

- Your supplier in VTO doesn't match your booking form selection/attachment

Main risk here has been that we pay the supplier as per the invoice attachment and VTO trip, but it was actually supposed to be a consultant reimbursement so now the supplier has been paid twice, and we do not have the funds to reimburse you until the supplier refunds the second payment.

We are not trying to be difficult with this, but we need you, as business owners, to be on top of your invoicing and admin and ensure you are processing things correctly.

We need the booking forms to be resent as all rejected booking forms are deleted so as to not risk double ups.

The best and most efficient thing to do, is to have a quick check in VTO before you submit your Booking Form.

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